Privacy Policy
Last updated: 22 September 2026
SME AI Works is operated by VB Communications Pty Ltd (“SME AI Works”, “we”, “us” or “our”). We are based on the Sunshine Coast, Queensland, Australia.
We respect your privacy and are committed to handling personal information responsibly, transparently and in accordance with applicable Australian privacy laws.
This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit our website, contact us, book a consultation, become a client or interact with services and systems provided by SME AI Works.
1. Personal information we collect
The personal information we collect depends on how you interact with us and may include:
* Your name, business name and position
* Your telephone number and email address
* Your business address and service area
* Information submitted through website forms, calendars, chat services or enquiries
* Appointment and consultation information
* Communications between you and SME AI Works
* Information about your business systems, processes, customers and operational requirements
* Billing, transaction and subscription information
* Website usage information, including IP address, browser type, device information and pages visited
* Marketing preferences and consent records
* Information reasonably required to provide, support and improve our services
We do not intentionally collect sensitive information unless it is reasonably necessary, you have provided it voluntarily, or collection is otherwise permitted by law. Please do not provide unnecessary sensitive or confidential information through our website.
2. How we collect personal information
We may collect personal information:
* Directly from you when you contact us
* When you complete a website form or book an appointment
* During consultations, onboarding and service delivery
* Through telephone calls, SMS, email, online chat or social media
* Through our customer relationship management and automation systems
* From publicly available business sources
* From authorised representatives, referral partners or service providers
* Through cookies, analytics tools and similar website technologies
Where practical, we collect personal information directly from the individual concerned.
3. Why we collect and use personal information
We may collect, hold and use personal information to:
* Respond to enquiries and appointment requests
* Assess whether our services are suitable for a business
* Prepare proposals, agreements and service recommendations
* Set up, deliver, support and improve our services
* Configure customer relationship management, communication and automation systems
* Provide customer service and technical assistance
* Process payments, subscriptions and accounts
* Communicate service information, reminders and updates
* Send marketing communications where permitted
* Monitor website and campaign performance
* Maintain security and prevent fraud or misuse
* Meet legal, taxation, accounting and regulatory obligations
* Manage complaints and resolve disputes
* Improve our systems, processes and customer experience
We will not sell personal information to third parties.
4. Information processed on behalf of clients
SME AI Works may provide customer relationship management, communication, marketing automation and AI-supported services to business clients.
In delivering these services, we may process personal information belonging to our clients, their customers or prospective customers. This can include contact details, enquiries, appointment information, communication history and information entered into a client’s connected systems.
Where we process personal information on behalf of a client, the client generally determines why and how that information is collected and used. We process that information only as required to provide the agreed services, comply with lawful instructions and maintain the security and operation of the system.
If your information was collected through one of our clients, you should ordinarily direct your privacy enquiry to that business first. We will provide reasonable assistance where required.
5. AI and automated systems
Some SME AI Works services use AI-assisted or automated technology to help businesses respond to enquiries, organise information, manage follow-up, schedule appointments or perform administrative tasks.
These systems may process information provided during an enquiry or customer interaction. Automated outputs may not always be complete or accurate, and appropriate human review and escalation processes may be used where necessary.
SME AI Works does not ordinarily use automated systems to make decisions that produce legal or similarly significant effects about individuals. If this changes, we will update this Privacy Policy and provide any additional notices required by law.
6. How we disclose personal information
We may disclose personal information to trusted third parties where reasonably required to operate our business or provide our services, including:
* Customer relationship management and automation platforms
* Website hosting and cloud-storage providers
* Telecommunications, email and SMS providers
* Calendar and appointment-booking providers
* Payment-processing and accounting providers
* AI and software service providers
* Analytics and advertising providers
* Professional advisers, contractors and support providers
* Government authorities, regulators or law-enforcement bodies where required by law
We seek to limit disclosure to the information reasonably necessary for the relevant service.
We may also disclose information with your consent, at your direction, or where authorised or required by law.
7. Overseas processing and storage
Some technology and service providers used by SME AI Works may store or process information outside Australia, including in the United States and other countries where those providers or their infrastructure operate.
Privacy protections in other countries may differ from Australian requirements. Where reasonably practicable, we select reputable providers and use available contractual, access-control and security measures to protect personal information.
The countries involved may change as service providers update their infrastructure. You may contact us if you would like more information about the providers relevant to your information.
8. Data security
We take reasonable administrative, technical and organisational measures to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure.
These measures may include:
* Access controls and account permissions
* Password and authentication protections
* Secure cloud-based systems
* Encryption provided by our technology platforms
* Restricted access to client accounts and information
* Staff and contractor confidentiality requirements
* System monitoring, updates and backup processes
* Procedures for responding to suspected security incidents
No internet transmission or electronic storage system is completely secure. We cannot guarantee absolute security, but we will take reasonable steps appropriate to the nature of the information and the services provided.
9. Retention and deletion
We retain personal information only for as long as reasonably required to:
* Provide and support our services
* Maintain business and transaction records
* Meet taxation, accounting and legal obligations
* Resolve complaints or disputes
* Protect our legitimate business interests
When personal information is no longer reasonably required, we may delete, destroy or de-identify it, subject to legal obligations and the operation of backup and archival systems.
Clients remain responsible for setting appropriate retention requirements for information they control within systems managed on their behalf.
10. Cookies, analytics and website tracking
Our website may use cookies and similar technologies to:
* Operate website functionality
* Remember visitor preferences
* Understand how visitors use the website
* Measure marketing and campaign performance
* Improve website content and user experience
* Support relevant advertising and remarketing, where enabled
You can manage cookies through your browser settings. Blocking some cookies may affect website functionality.
Third-party analytics or advertising providers may collect information in accordance with their own privacy policies.
11. Direct marketing
Where permitted by law, we may use contact information to send information about SME AI Works services, business updates or offers that may be relevant to you.
Commercial electronic messages will identify the sender and provide a way to unsubscribe. You can opt out at any time by:
* Using the unsubscribe link in an email
* Replying STOP to an SMS where that option is provided
* Contacting us at [email protected]
We will action unsubscribe requests within the period required by applicable law. We may still send essential administrative or service-related communications.
12. Accessing or correcting your information
You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete, out of date or misleading.
To make a request, email [email protected] with sufficient information for us to identify you and understand the request.
We may need to verify your identity before providing access or making a correction. In some circumstances, access may be limited or refused where permitted by law. If this occurs, we will explain the reason where legally able to do so.
13. Privacy complaints
If you believe we have mishandled your personal information, please contact us at:
Privacy Officer
SME AI Works
Operated by VB Communications Pty Ltd
Sunshine Coast, Queensland, Australia
Email: [email protected]
Telephone: 0468 063 700
Please explain the nature of your concern and include relevant details. We will acknowledge and investigate the complaint and aim to respond within 30 days.
If you are not satisfied with our response and the Privacy Act 1988 applies to the matter, you may contact the Office of the Australian Information Commissioner through www.oaic.gov.au.
14. Third-party websites and services
Our website may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices, content or security of third parties that we do not control.
You should review the privacy policies of relevant third-party providers before providing personal information to them.
15. Children’s privacy
Our website and services are intended for businesses and adults. We do not knowingly seek to collect personal information directly from children under 18 without the involvement of a parent, guardian or authorised organisation.
If you believe a child has provided personal information to us without appropriate authority, please contact us.
16. Changes to this Privacy Policy
We may update this Privacy Policy when our services, technology providers, information-handling practices or legal obligations change.
The current version will be published on this website with the date it was last updated. We encourage visitors and clients to review it periodically.
17. Contact us
For privacy enquiries, access or correction requests, complaints or questions about this Privacy Policy, contact:
SME AI Works
Operated by VB Communications Pty Ltd
Sunshine Coast, Queensland, Australia
Email: [email protected]
Telephone: 0468 063 700